In-person events planning requires flexibility in piecing together an impactful event with clear takeaways. Photo Credit: gettyimages/fizkes
From virtual to hybrid to in-person events, delegates have enjoyed a
variety of event experiences. With the current easing of Covid
restrictions and gradual reopening of borders, planners are once again
looking at in-person events. But are employees ready to travel and
attend in-person events once more?
This question raises clear divides with one camp cheering the end of
soulless virtual events, while others will need to train their minds to
come out of Covid-hiding mode to engage with their peers.
Planners have to take these mixed reactions into consideration and to allay lingering worries and concerns.
Easing back in
In Singapore, where in-person
engagements have been well-controlled with safety protocols, the
settings at events provided an organised approach to easing the
transition from virtual to in-person. The key intention is to ease
delegates back in while making sure that protocols do not get in the way
of productive engagements.
Flexibility in planning
Event objectives are not
determined by event formats, so it is not an issue to pivot to a
different format if external situations demand it. Planners with a clear
idea of event objectives tend to stay the course and meet ROIs for
stakeholders.
Flexibility in engagements will also instill a greater sense of
inclusivity and respect by giving delegates a choice in participating at
a level most comfortable to their needs.
Another perspective to flexibility also means contingency planning to
factor in risk mitigation that is out of a planner’s control.
Well-thought-out risk management strategies will alleviate the stress of
ensuring attendee safety.
Reduce complexities
With
so much more variables to manage in events planning, it makes sense to
make programmes simple – but not simplistic. Simplicity with laser-sharp
focus on objectives will help content development that strikes a chord
with attendees. Map out the attendee journey to identify sufficient
engagements points and their seamless applications. This will help
minimise blind spots that lead to human or technical errors.
A key prerogative that comes up on the topic of events planning for
the new norm centres around flexibility and choice. Attendee psychology
would have seen a shift over the past two years, and planners are
advised not to be too caught up in their renewed enthusiasm for pushing
programmes that don’t fit well with attendee priorities.
Besides attendees, planners also require flexibility as they build
their event programmes, just as their sponsors and partners do too.
According to Professional Convention Management Association’s 2022
trends list, the value of “less is more” holds true for attendees that
are looking closely at the purpose of travel and the events they engage
with.
For planners, the distillation of a clear event message and its
takeaways will generate more mileage and justify their focus on just a
few high-impact events.